Administration Systems- System Users, System Modification, Implementation Strategies - Assignment Example

Plan or review administration systems Part A: Review Questions Definitions System requirements System requirements are the official and legal features that an administrative system needs before being implemented. These requirements are the key elements that ensure that the system runs in a systematic manner. Most managers and human resource managers put these requirements in consideration when expectation certain goals and achievements. Systems requirements are sometimes referred to as system fundamentals (Anderson, 1984, 22). System users System users are the specified and legal operators of the system. The system is designed in a certain manner in that only certified users are allowed to use the system. This helps in accountability measures. Most individuals mess with their fields and tend to go scot free but system user identification ensures that each user is entitled to his/her faults and success. Each user needs to enter his/her name and password when logging into the administrative system (Shear, 2009, 224). Contingency planning Contingency planning is a process in administrative management where a plan is executed for a specific outcome. This is always the opposite of the usual or expected plan. This prepares the organization to be ready for an unplanned situation or event. However, contingency plans are channeled to less consequential risks. During administrative management, contingency planning requires risk identification, effects estimation and plan execution. The plan is to neutralize the risk identified. The efficiency of the plan identified depends on the impact of the risk. The bigger the impact, the better the plan must be and vice versa (Poels, 2013, 459). System modification System modification refers to the process of improving on the system to achieve better results as compared to previous results. This involves identifying the type of results needed, the type of results that have been acquired, and setting up the required the plan for modifying the system. The system does not need to be changed, but it needs to be improved in one aspect or the other. This facilitates uniqueness and discourages other firms from copying or producing same services. This retains and increases the number of customers for the company at hand (DeVita, Hillman & Bellomo, 2011, 723). Implementation strategies Implementation strategies are several processes put in place to ensure that specified projects or plans are implemented. These strategies are set after a plan has been identified and needs to be executed. Implementation strategies give a leading format on how the plan should be executed and implemented. It is the main procedure while executing new plans in the system. Implementing new projects and plans are prior to getting more efficient results and products in the company (Shear, 2009, 88). System improvements System improvements are the key changes that have been made in the administrative system. This happens after system modification has been done. System improvements may include managerial changes, administrative changes, staff recruitment changes, and production changes. This only identifies only the changes that have been made to the system in the company. However, system improvements may bring positive or negative effects in the company depending on the laid strategies and objectives of the company.. Policies and procedures Policies and procedures are specific rules and directions that direct all staff members of the company. Policies give direct rules that should be followed when in the company that upon any faults, punishments will be executed referring to the policies. In most cases, policies govern the company, and they appear to be like rules and regulations of the company. In most cases, policies come hand in hand with punishment in that one is punished if he/she fails to obey certain policies. On the other hand, procedures are well arranged steps in which different processes are dealt with in the company. The procedures may direct on how to handle company instruments or may direct on how to acquire payment. Sometimes these procedures provide instructions on how one can get a promotion in the company. Policies and procedures are always stated in the company’s constitution and availed to every staff member in the company (Poels, 2013, 109). Open and closed tenders Tenders are forms of bidding where individuals are invited to offer goods and services that they own or sell at specific prices. Tenders are classified into two different categories, open and closed tenders. Open tenders are tenders that are open to all individuals who are qualified for the tender. The sealed bids are also open and free to the public for scrutiny. Choice depends on the quality of products, quantity of products and price. Open tenders are also referred to as public or competitive tenders. On the other hand, closed tenders are tenders presented by the company to a specified or selected group of individuals. The selected buyers or sellers provide their highest written offers on a specified duration. A company may use a closed tender to dispose of off their excess manufactured goods, which it find hard to sell under normal circumstances. Closed tenders are also referred to as private or non-competitive tenders. Open and closed tenders are crucial in a company since the company may need to sell or acquire different goods and services. It mainly depends on the quality, quantity, and the price of the goods (DeVita, Hillman & Bellomo, 2011, 211). 2. Privacy Act 1988 and the Information Privacy Principles The Australian privacy act 1988 regulates and maintains the handling of personal information about given individuals. The act includes different methods of collecting, using, storing, and disclosing private information, and accessing in correlation to the information. The act also gives permission to handle health information for research purposes. This happens when researchers are unable to get individuals’ consent. The act gives permission small business operators to be covered by the Australian Privacy Principles (APP) despite some of them are not subject to the Australian Privacy Principles. Information is always important in managing companies. However, it depends on how the information is collected, used, stored, and disposed. Information collected from known and trusted sources may be of great help to the administrative system depending on how it is used. If the information is used in a unique and correct manner, the administrative system will be more efficient and productive. However, if the information is needed, then it must be carefully and safely stored for future references. Such information is always needed when there is a change in the management in that the current manager uses it to initiate the administrative system (Schmitt, 2001, 511). The very vital part is information disposal. Some companies use disposed information against the company that disposed of the information. Very little information may bring the company down despite its strengths and qualities. To avoid this, the Australian Privacy act states that personal information should be disposed safely to avoid the reach by other partners who may have malicious intentions. The Australian Privacy act protects the administrative systems in the company by giving those ways of collecting, using, storing, and disposing off personal information. 3. Records management Records are important components that businesses need to achieve better productions. These records give detailed information to consider when making decisions and planning for future productions. Records also provide accountability evidence to the government. During record keeping, there are few key factors to put into consideration. These are digital migration and digital continuity. Digital migration refers to the process of modifying processes and practices in order to execute physical records that are identified in exceptional circumstances. On the other hand, digital continuity refers to the process of storing and arranging information so that it is used in the required manner. Digital transition comes with several business benefits. Business processes will improve by faster information access and retrieval. Decision-making strategies will improve from analogue to digital. These decisions will be efficient as per the projects channeled in the business. There will be improved service delivery since required information is accessed fast and efficiently. Time wasting will be reduced as compared to analogue data retrieval. Staff waste a lot of time looking for information in analogue data retrieval but in digital data retrieval, information is retrieved fast, which saves time (Schmitt, 2001, 345). The organization needs to have several factors to maintain record management. It must provide the organisation’s core business and administrative, legal, and social contexts. This is needed to keep track of the requirements needed in identifying and keep records as evidence of each every activity. Record management involves creating, capturing, and describing the information, securing and storing the information, preserving, and keeping, destroy or transferring information. These few simple steps define a good record keeper in the business. A checklist specifically for Cloud and Records Management is a document that gives an understanding to records keeping. This document is under section 24(2)(b) and (c) of the Australian constitution. This document provides the check guidelines of keeping information to the cloud. This gives detailed procedures on how to create, use, store, and retrieve information through cloud service providers (Lippert, 2003, 404). 4. Considerations in identifying system requirements System requirements depend several factors, and the first is the type of business and products produced in the company. This determines the requirements of the administrative system in the company. 5. When selecting a developer for a new system, experience must be considered. A good example is for how long has the developer done his job and how many companies has he worked for?. Before setting up the system, the developer must show samples of systems he has developed and has successfully worked (Lippert, 2003, 44). 6. The following are strategies that could be used to support the implementation of the administrative system Reviewing the business objectives and putting them a priority in the long-run. Putting customer’s interests and needs into higher consideration. Maintaining direct contact with the esteemed customers. Maintaining a specified number of staffs in the company. Enhance better communication systems in the company to avoid misinformation. 7. The following are ways on how to encourage staff during system implementation process to ensure its success. The system is time saving. The stuff has to know that that the system is easy to handle and thus it saves time. One has to show how the system makes the work easy and thus making it to be an advantage to the staff. The system creates job opportunities. The stuff has to understand that there will be specialization of the workforce whereby one, will need to have the knowledge to operate the system. This will make the stuff specialize in deferent fields in the company. 8. How to communicate procedures of the system to the staff The fast way to communicate is to hold a meeting where the staff will be informed of the procedures. In here, one will be explained according to his/her specification. One may search manually looking for each individual at his/her workplace and explain the procedures. The other way to communicate is to have a written document whereby it will be distributed to each staff member (Desai, 2011, 377). 9. Security measures to ensure the integrity of the administration system. Security measure has to be there so as to ensure there is system integrity. Rules have to be set and the punishments to be set. Such that any violation to the rules has a consequence. Every staff member needs to clearly understand the rule and the punishments. The rules have to be clearly explained and their punishments too. This is meant to serve as warning to the stuff in that they are clear with the rule. B.1. Elements of the system which are directly experiencing difficulty. Production of the services is being reduced due to the delay of the machine work and waiting time. Time management. A lot of time is being wasted as the machines delay to produce their goods. Time management-There is the time wasting as the machines delay producing their goods. Sales-Theirs are being hindered since customers start to reduce in numbers as they see their delays Ignorance-Lack of knowledge has had the business not to prosper as there would have been more space, a new machine and thus more customers who lead to more profit. Products-The prices of the products will be affected. Stoke will also reduce. 2. Other three components that are affected directly are; Customers- They will receive goods that are not to the standards. Prices- The prices of the goods will drop Stock level- The level of the stock will reduce. 3. The four areas of concern are production, storage system, the marketing department and the sales department (Desai, 2011, 199). 4. Questions that can help to find a solution: Are these machines saving time, Are the sales level increasing or dropping, Are the machine up to date, and Why are the prices dropping? 5. Possible solutions are Buying new machines, Having a bigger place for the business, Advertising, and Increase staff members. 6. A. The new system can be monitored through identified accounts where staff members are the key system user. Eg. Use of passwords to enter the system. B. the use of security cameras will be used to monitor the security in the system. 7. The findings can be submitted to the management through a detailed document addressed to the C.E.O, The Manager and the Human Resource Manager. Part C project 1. InterSol needs several modifications on its administrative system to better good production in the company. These modifications include: The company needs to Record all communications in the company including communication between internal and external staffs. Staffs may be planning malicious strategies against the company. These actions may come as a surprise if the communications are not recorded. The company should provide more contact details apart from websites and emails alone. Some customers do not get time to visit websites or to send emails. Providing contacts such as telephone numbers will facilitate better communication in the company, which in turn increases sales. The company needs to boost the staffs numbers to enhance accountability and fast delivery of services. Twenty-five staff members are not enough to run the services required at InterSol. Each staff member should be located to one specific area where he/she is accountable for the actions in his/her field. This helps to enhance fast delivery of goods and services, accountability, and efficiency. 2. Dell company is the most effective company that may provide both software and hardware materials to InterSol company. The company may need about 52 computers. One computer may approximately cost $398. The 52 computers will cost approximately $20, 696. Computers will be distributed to security rooms, staff quarters, boardroom, manager’s office, human resource manager’s office, secretary’s office, kitchen, storeroom, stock room, and other relevant fields in the company (Ashaye & Irani, 2012, 435). 3. The InterSol company will need a new administrative plan. This new plan is called collective administrative system. This system covers major parts of the company starting with the staff members. This new system is needed to provide better products and satisfy the customers’ needs. Most customers want goods to be produced as per their comments and suggestions to the company. The main objective of this system is to generate greater involvements of both staff members and customers in the operations of the company. Here, staffs are involved in activities such as decision-making, leading meetings and attending seminars. Additionally, the system will be providing a chance for team building at the end of every month. This will encourage staff members. Customers are availed with comments and suggestion boxes where they drop their views and suggestions on the company’s services and products. The communication system will follow the C.E.O-Manager-Hr-staff members. With this, communication will flow in a strategic manner. The implementation will take a maximum of one full month (Desai, 2011, 205). 4. InterSol procedural document will describe on how the new system should be used. This documents that: Any attempt to use the system without using the required procedures will attract necessary punishments. The procedures for using the system are installed in each computer. Any scheduled meetings will be told to every staff members through memo and email messages. Induction method will be done to each member who wants to take over any new post to enable him/her to be well ad versant with the facilities in the area. References Anderson, D. (1984). Selection and implementation of small computer systems for administrative purposes: a guide for school administrators. Ashaye, O., & Irani, Z. (2012). Supporting the use of E-Government in the implementation of Land Administrative Systems: A Conceptual Framework, 2012(1), 19--28. Desai, M. (2011). BlackBerry Enterprise Server 5 implementation guide. Birmingham [U.K.]: Packt Pub. DeVita, M., Hillman, K., & Bellomo, R. (2011). Textbook of rapid response systems. New York: Springer. Lippert, S. (2003). Humanware issues in a government management information systems implementation. Hershey, PA: Idea Group Pub. Poels, G. (2013). Enterprise information systems of the future. Berlin: Springer. Schmitt, J. (2001). Heterogeneous network quality of service systems. Boston: Kluwer Academic Publishers. Shear, W. (2009). Small Business Administrations implementation of administrative provisions in the American Recovery and Reinvestment Act of 2009. Washington, DC: U.S. Govt. Accountability Office. Read More